Faculty Hiring Manual
Section 5: Offers and Appointments
 

5.1 Making the Offer

Hiring Unit Chairs/Heads must consult with their Dean to verify that the candidate and the financial terms the department seeks are satisfactory. At Rutgers, formal offers are typically extended to candidates by the Dean, who should ensure that the salary level and any start-up costs are consistent with what is being offered in similar units at Rutgers and comparable universities and made in accordance with applicable collective negotiations agreements. If applicable, the Dean should also consult with the Chancellor to obtain final approval to extend the offer.

Each newly appointed faculty member should receive a formal letter of appointment from the appropriate administrative officer documenting the terms of appointment. The appointment letter must contain at a minimum:

• Salary and salary period;
• Percent effort of the position;
• Whether the position is with or without tenure (if without tenure, the number of years of the initial appointment);
• Teaching requirements;
• Service requirements;
• Research requirements;
• Clinical requirements, if any;
• Office and equipment being provided and other resources that the candidate can expect to be able to access;
• Start-up support, if any;
• Moving expenses to be covered, if any, and mention of tax implications; and
• Other negotiated elements.¹¹

Remember that if the appointment is a joint appointment, the offer letter must be signed by all the units involved. Hiring Units are advised to consult with their HR liaison on all offer letters before issuing them to candidates.

If the candidate is not a U.S. citizen, lawful permanent resident, asylee, or refugee, the Hiring Units should carefully read the guidance from Rutgers Global on “Hiring a Foreign National,” available at https://global.rutgers.edu/international-students-scholars/international-faculty-and-scholar-services/rutgers-sponsoring#PermanentResidenceSponsorship. Additional paperwork and lead time may be required depending on the candidate’s particular needs. Offer letters must make clear that employment is contingent upon meeting any eligibility requirements, which must be obtained prior to commencing employment, and that failure to obtain eligibility may result in the offer being rescinded.

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¹¹ Hiring Units should consult with OULR, UHR, UEC, and/or University Finance and Administration (UFA) regarding the appropriateness of additional terms.